How we work

How We Work and How Fees Are Set: Fixed Monthly Fee, Clear Scope, No Surprises

Name: How We Work and How Fees Are Set: Fixed Monthly Fee, Clear Scope, No Surprises
Author: Jenny Gao

We do not bill by the hour. Most clients are on a fixed monthly fee covering bookkeeping, payroll, sales tax and monthly reporting; annual returns and one-time projects are quoted before they start and written into the engagement letter. The first conversation is free, and we quote once we understand your situation.

How the fee is determined

The five things that drive the monthly fee

Written and reviewed by Jenny Gao, CPA, EA Founder, B&G · Florida-Licensed CPA · IRS Enrolled Agent

Last reviewed: 2026-09-11

Before quoting we look at five things: transaction volume (monthly bank and card transactions, platform settlements); headcount and payroll frequency; states involved (registrations, sales-tax and income-tax filing states); sales channels (B2B invoicing, Amazon/Shopify and similar platforms, retail POS); and scope (consolidation reporting for headquarters, cross-border payments, fractional tax leadership).

The monthly fee is tiered on those factors, written into the engagement letter and charged as a flat amount each month; when the business changes materially (a new state, headcount doubling) we reconfirm together. You should know, in any given month, exactly what you are paying for.

The monthly fee normally includes: QuickBooks bookkeeping and monthly close, bank and credit-card reconciliations, bilingual monthly management reports, payroll processing and quarterly payroll returns, sales-tax returns in registered states, day-to-day questions by WeChat or email, and reminders and follow-up on the full-year compliance calendar.

Normally quoted separately: annual federal and state income-tax returns (including Form 5472), post-formation registrations and system setup, catch-up bookkeeping and cleanup, new-state registrations and nexus studies, representation on IRS or state notices, transfer-pricing documentation, and audit or due-diligence support. These are quoted before they start — never a surprise on a month-end invoice.

What makes a good fit

Companies that work best with us

Chinese companies with real U.S. operations

Subsidiaries, cross-border e-commerce, U.S. plants, service companies. Our experience and processes are built around exactly these businesses.

Companies that want one accountable team

No coordinating three providers across bookkeeping, payroll, sales tax and returns — one data set, one team responsible for the result.

Companies that can keep a monthly rhythm

Bank statements, platform reports and receipts provided on time each month; we close and report monthly in return.

Headquarters that needs to be involved

Shareholders or a CFO in China who want to communicate directly in Chinese and receive consolidation-ready reports.

Books that need cleanup

Years of unclear records or filing gaps. We assess first, then propose a remediation plan with a one-time quote.

Not the right fit (for now)

A single personal tax return, or a company that needs audit or review attestation — we will say so candidly and point you to the right resource.

Onboarding

From the first conversation to the first monthly report

Step 1 · First conversation (free): reach us on WeChat or by email with your industry, stage, entity type and states. We quickly identify the most urgent compliance items and a sensible order.
Step 2 · Quote and engagement letter: a monthly fee and one-time project quotes based on the five factors, then an engagement letter defining scope, delivery rhythm and each side's responsibilities.
Step 3 · Document list and system access: our bilingual KYC and document checklist; access to QuickBooks, read-only bank feeds, payroll and platform reports; sensitive files exchanged through an encrypted channel, never as WeChat attachments.
Step 4 · Assessment and remediation: an inventory of existing books, filings and registrations; gaps are fixed first so the monthly routine does not start with legacy problems.
Step 5 · Monthly operation: close on a fixed schedule with reports within ten business days; quarterly and annual filings driven by the compliance calendar; issues raised proactively, not when you ask.

Day-to-day communication is on WeChat (Chinese) and email (Chinese or English); with U.S. banks, tax agencies, payroll providers and other advisors we work directly in English so both sides see the same picture.

Outcome: Within 30 days of signing: systems connected, the gap list and the first-year compliance calendar in place. Every month after that you know whether the books are closed, what was filed and what comes next.

How it works

The four phases of an engagement

Understand

Business model, ownership structure, states and growth plans.

Assess

Existing books, filings and registrations; gaps and risks identified.

Build

QuickBooks, payroll, sales tax and filing processes with a compliance calendar.

Manage

Monthly close, filings, reports and communication — issues found and solved proactively.

FAQ

Common questions about working together

Why not hourly billing?

Hourly billing discourages clients from asking questions and gives the provider no incentive to make processes efficient. On a fixed monthly fee you can ask anything, and we are motivated to make the system run smoother every month.

Does the monthly fee include annual tax returns?

Usually not. Annual federal and state income-tax returns (including Form 5472) are quoted separately by number of entities, states and complexity, agreed at the start of the year and written into the engagement letter.

Can we engage you for the annual return only, without monthly bookkeeping?

Yes, provided the books are already clean and usable. If they need work first, we quote a one-time cleanup before the return. Over time, monthly bookkeeping and the annual return done by the same team is cheaper and safer.

We already have a tax preparer. Do we still need you?

The annual return is a small part of the work. Bookkeeping, monthly close, payroll, sales tax and year-round compliance are where most problems arise. We can take on that ongoing work alongside your existing preparer, or handle everything.

How long is the contract and how do we end it?

The engagement letter is annual with monthly billing and can be ended with one month's written notice. On termination we hand over the complete ledger and files — the QuickBooks file is always yours.

How are documents transferred securely?

Tax returns, identity documents and bank records go through an encrypted client portal or encrypted email, never WeChat attachments. QuickBooks and bank data use read-only authorization; we never hold your online-banking passwords.

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Connect With Us on WeChat

If your company is entering or already operating in the United States, connect with us on WeChat to discuss your accounting, payroll, sales tax and ongoing compliance needs.

When reaching out, please briefly share:

Your industry
Your current stage of U.S. expansion
The entity type you have formed or plan to form
The states where you operate or sell
The type of support you are looking for

Prefer email? Write to us at jenny@bgusatax.com

Scan the QR code to connect on WeChat

WeChat ID:gaocpazixun